Managing Tasks: Board, Sub-Tasks, and Blockers

Updated July 22, 2026·Planning a Conference·Share on X

Tasks are how conference prep actually gets done. Whether your plan came from the AI Task Planner, a template, or your own head, it lives on a kanban board where the whole team can see who is doing what and what is stuck.

Open a conference and go to the Tasks tab.

The board

Tasks move across three columns:

Open - not started.
In Progress - being worked on.
Done - finished.

Drag a card between columns, or change status from inside the task. Each card shows the assignee, due date, and badges for blockers and attachments, so you can read the state of your prep at a glance.

Inside a task

Click any card to open it. A task can hold:

Description - the details. When a task came from the AI planner, this is where the extracted deadline, portal URL, contacts, and quantities live.
Assignee - one owner, who can be a team member or Event Staff.
Due date - drives reminders and the timeline view.
Sub-tasks - a checklist for multi-part work. Completing a form task auto-ticks open sub-tasks with "form" in the title.
Comments - discussion tied to the task, so context does not scatter across chat.
Attachments - order forms, floor plans, and any file the task needs.
Form section - for form tasks from the planner, complete fields in the app and generate the filled PDF or answer sheet. See AI Task Planner.

Blocked by: task dependencies

Some work cannot start until other work is done. Add blockers in the task's Blocked by picker, and a red Blocked badge appears on the card while any blocker is still open. The rules keep this sane:

Blockers must be in the same conference. A task without a conference cannot have blockers, and changing a task's conference clears them.
No cycles - the app rejects a blocker that would create a loop.
Up to 20 blockers per task.

Blocked is always derived from the live state of the blockers, never a status you set by hand. When you complete the last blocker, the newly unblocked task's assignee gets a notification, so nobody sits waiting on a done dependency. Completing a task that is still blocked is allowed after a quick confirm, so an urgent case is never hard-stopped.

Task templates

Do not rebuild the same checklist every event. Templates drop a full set of tasks into a conference in one click. Built-in templates include:

Full Conference Playbook - end-to-end prep for a major event.
Pre-Show Preparation - the run-up before you travel.
On-Site Lead Capture - booth-day tasks.
Post-Show Follow-Up - the week after.
First-Time Exhibitor and Speaking Engagement - starting points for those situations.

Apply a template from the Tasks tab or during conference setup. Templates assign tasks to slots you map to real people, and set due dates relative to the event date, so everything lands on the right day.

Reminders and notifications

Assignees get reminders as due dates approach and a notification when a task they depend on is unblocked. If you connect Slack, task-due alerts can go to a channel or DM too.